MINUTES OF THE PARTNERSHIP MEETING
HELD AT THE BILLINGSHURST VILLAGE HALL
Thursday 17th September 2009 at 7.30pm.

 

Present:
Abbott Helen	HA	Rotary
Alsbury-Morris Matt	MA	Chamber of Commerce
Barnes Hazel	HB	St Mary's Church
Brown Keith	KBr	Station Road LAT
Burke Tony	AB	BCP (Treasurer)
Fisher Jo	JF	Link
Grant Alan	AG	Billingshurst Parish Council
Griffin John	JG	BCP
Johnson Ken	KJ	Lions (Company Secretary)
Jupp Amanda	AJ	WSCC
Knight Gillian	GK	Billingshurst History Society
Nichol Nicholl	LN	Independent
Perks Patrick	PP	BCP ( Chairman)
Sullivan V	VS	WAKOOS / C4C
Underwood John	JU	BCP
Woodman Peter	PW	The Weald School

Minutes: Sandy Duck. SD

54.1 Welcome and Introductions:

PP welcomed everyone to the first meeting including our visitor Jo Fisher following the AGM in July and the summer break.

54.1.1. New Members:

Introductions took place round the table for the benefit of the new members. PP introduced West Sussex Link and invited her to say a few words about her work in the community.

54.1.2. Jo Fisher:

Jo Fisher - West Sussex Link Development Officer based in Billingshurst introduced herself and her role in the community - West Sussex Link provides a stewardship group to identify gaps in services working with other service providers to find solutions.

Jo explained this is open to all ages, and encouraged all to register this way all will be kept informed.

54.2 Declaration of Interest: - None.

54.3 Apologies for Absence:

Denise Campbell; Jackie Barnett; Sue Samson; Carol Terry; Les Amstead; Gordon Braun; Pam Spencer; Peggy Davies; Owen Davies;

54.4 Minutes of the Meeting - 21^st may 2009

Agreed and signed by PP (Chair).

54.5 Draft Minutes of the AGM - 11^th July 2009

Agreed and filed to be reviewed and signed off at next AGM.

54.6 Matters Arising: - none

54.7 Financial Report:

Tony referred to the Annual Accounts for last year which were presented at the AGM, and were accepted at the time subject to the accounts being satisfied by the Independent Examiner. These have now been accepted and he provided the letter of confirmation to the meeting - *attached to these minutes

AB then provided a copy of the current 'Financial Summary' to all.

Monies received: £3,000 for YES, £400 from C of C and £100 from Lions to support Xmas Billifest. Bank Account currently stands at £23,759.18 * Financial Summary attached to these minutes.

Parish Council has meeting in October / November looking at their budgets - they always support BCP in covering general running costs - £1,800 and Xmas Billifest - £2,000

• BPC Grant

In the past the Luncheon Club has existed on support from Age Concern and WSCC etc.

However we now find ourselves in a position where we are unable to raise funds from these organisations. We have received some funds from the Lions which will help in the short term, and hopeful of further funds from both the Lions and Rotary for this year, and we are making an application to Parish Council for rent of Village Hall room hire for next year.

Application will be going into PC in time for their budget meeting

AG: The Parish Council are also suffering loss of income in the region of £8,000.

• Use residual from SEEDA grant re Village Regeneration (Sustainable Community PR part), to see creation of web site for Chamber of Commerce:-

PP. - There is a residual amount in the Village Regeneration Research Fund of £1,400 and KJ explained the background of the Chamber of Commerce and how it had arrived at this point.

PP asked committee if they would agree for this money to be used to support the Chamber of Commerce to establish their website.

This was proposed by Ken Johnson, Seconded by Tony Burke, there being no objections this was carried.

• Gardens

We are unable to bid for BIFFA funds as they have said 'no' to any application unless we have 50% of the costs available. Many Grant providers are beginning to tighten their criteria.

• Pay Builder and Cash Back

This is Ministry of Justice money that comes in from fines and is put back into the community - again our application was declined.

BCP have appealed against their decision.

• Village Regeneration

We have received agreement from HDC to use £5,000 re: Transport (Consultation and recommendations) and £3,500 each year for the next two years (letter attached). We can now get moving on this project. No requirement to report outline, HDC acceptance papers submitted. Need to supply bank details for transfer of funds.

Possible bid for 106 money re: 'Regeneration Marketing' part for notice /info boards and perhaps core 'Info Centre' depending on amount available.

54.8 Co-option

PP explained the BCP Articles of Association which allows for up to 18 elected members on the Committee, which we have. However we can also co-op more people to help support the work we undertake. We would therefore like to co-op the following for this purpose:

Gordon Braun; Helen Clarke; Owen Davies; Jackie Barnett; Linda Nicholl; Gillian Knight

This was proposed by Ken Johnson and Seconded by Matt Alsbury-Morris - there being no objections this was carried.

• Sub Groups

PP introduced the Sub Group Organisation Chart, showing how the BCP is made up from Directors, Elected Members, and Co-opted Members. It is also divided into projects each needing details of the project leader and the team supporting each project.

* Sub Group chart attached.

PP asked for everyone to study the chart and decided which project they would like to support. He asked SD to update the chart with the names put forward this evening and then send out to all. He also asked for everyone to think carefully which project they would like to be part of and let SD know so the chart can be updated accordingly.

There is a new project heading LDF (Local Development Framework) – PP gave some examples of how this group could develop and provide a strong voice.

It is proposed that each sub group (project team) will meet outside the main Management Meetings, providing a report/ update on progress to the main committee at the bi-monthly meetings.

54.9. (A) projects: Brief Updates:

54.9.1 Community (Elderly / Disadvantaged)

• Elderly

AB - Before the summer recess we found ourselves in the position where we did not think we could continue with the Lunch Club due to lack of funding, however as previously mentioned this evening we have now overcome this in the short term, due to a donation from the Lions, and we are hopeful of further funds from both Lions and Rotary.

Hazel Barnes has expressed an interest in getting involved. We are looking to partnership with another Village Lunch club and invite them to join us which will boost our numbers and provide further social integration for our lunch club members.

• Disadvantaged

No report

54.9.3 & 4 Economy and Environment (to include Billingshurst Parking Solutions & Tourism) – See Village Regeneration today and in all future meetings.

54.9.5 Arts & Culture

No report

54.9.6 Sports & Recreation

Fireworks Night - PP thanked all who have volunteered to be Marshals.

AB - Billingshurst Cricket Club were promoted to 2^nd league this season.

54.9.7 Gardens Project

This project is still experiencing a finance issue.

B Projects Detailed

54.9.8. Village Regeneration (Sustainable Hub).

KJ 're-visited the Market Research report '

• Economy

Parking Problems and closed shops is an indication of how desperate the situation is becoming, and for the benefit of the new committee members KJ provided an explanation of the background to the Market Research carried out in Billingshurst and its outcome provided in a detailed report. The report highlighted 10 project proposals for Billingshurst, which were reviewed, resulting in the 4 most important areas being selected to work on: (See also BCP website for more detail)

1. The shops we currently have - The report identified improvements needed in some of our shops e.g. layout, customer service etc. We are looking for funding to support shops for the improvements and also help to change the mind set of the retailers, e.g. 'Billifest' - many retailers look upon this as a threat to their businesses, instead of welcoming the extra visitors and taking this opportunity to raise the profile of their own businesses and attract them back again to Billingshurst.

2. Community Shop -The aim here is to help new start businesses, by sharing retail space with others to start up, sharing costs etc means it will give them a chance to try out and build a sustainable business before moving into larger premises. We are hoping to start the process soon.

3. Marketing and Publicity -To improve the signage in the Village, Welcome boards as you enter, finger boards for directions, improved notice boards, an information centre, and the Chamber of Commerce to have a website where businesses can promote themselves.

4. Community Transport and Parking Issues -Parking issues - there is very little we can do about it, - the improvements to the Library Car Park has been a great success.

To help the wider parking issues an outline proposal to provide a mini park and ride utilising Jubilee Fields and the Community Mini Bus is being considered.

It is proposed to use the Mini Bus to shuttle commuters and village employees to and from the stations and high street early morning and at the end of the working day.

During the day local residents can use the same service. Late morning to early afternoon the Mini Bus could be used to provide a service to bring visitors into Billingshurst from other Villages in the area, maybe providing a the service on a regular day of the week.

Finance: - KY and PP met with HDC and they are very supportive of the Community Shop and Community Transport. We now need to carry out a financial model. HDC will provide funds as above in the short term which many increase to £12,000 later this year.

54.9.9 CYF -(Centralised Youth Facility)

JG explained the background of this project. He has spoken to key people in West Sussex County Council to see if this is feasible – had a meeting with the Principle Youth Officer in August to also get their thoughts. The costs for building the facility will be in the region of £1.5m

Both Roffey and Southwater have built these facilities and it is proposed we visit these to see how they work.

It is important the facility has an educational element, e.g. during the day the building could be used for children who have been excluded, and in the evenings it will be used for the youngsters clubs etc. Funding may be a challenge.

Next steps: To have an inaugural meeting with all the main players, and as time goes on would like to involve the youth and then a working party.

Building requirements: - Kitchen, Sitting area for coffee etc, hall, rooms for day time use and plenty of storage.

Finance: - WSCC will support running costs but not capital.

54.10 Membership of and reports from, other organisations or affiliations.

1. BAIT - Billingshurst Action Initiative Team

Police made a presentation to the PC on the subject of a curfew which would mean that all children would be off the streets by a certain time at night. PC were not in agreement.

They were in favour of the dispersal zones previously suggested, this will be looked at again.

For the benefit of the new members PP explained that BAIT is a forum to discuss all these type of issues.

2. 6 Towns

KJ explained this is a group of 6 Community Partnerships which meet to discuss issues.

On the agenda this time:

• Why don't we promote Horsham District as a local produce area, using a co-operative? There are lots of splintered local produce groups going on.

• Community Transport: It was felt that this was used primarily for the elderly and there needs to be some debate to find some common ground to develop a Community Transport for all.

54.11 Xmas Billifest 2009

PP explained plan for this year was to use the whole of Jengers Mead and not the High Street. There are planning meetings scheduled and plans are proceeding well.

54.12 AOB

PP - PC are holding 2 public meetings regarding their core strategy in connection with the proposed housing developments in the area.

Saturday 26th September - Village Hall Billingshurst 9.30am - 2pm

Saturday 3^rd October - Adversane

54.113. Date for the next meeting Thursday 19^th November 2009 at 7.30pm

Meeting closed - 9.15pm

DOCUMENT IDENTIFICATION AND STATUS

Title Minutes dated 17^th September 2009

Ref 54

Owner P Perks

Author S Duck

 

DOCUMENT RELEASE AUTHORISATION

Name P Perks
Role Chair, Billingshurst Community Partnership Management Committee

Release Date ……………………

Signature ………………………….

 

DOCUMENT HISTORY

Version	Date
1	26th September	This document (8 pages)
		Financial Summary (1 pages) Opens as an Excel Spreadsheet
		Letter from Hilton Sharp and Clarke - Independent Examiners report for accounts 2008/09 Opens as a pdf file
		Project Sub Group Organisation Chart Opens as a pdf file
		Letter from HDC agreeing funding for £3,500 for two years 2009 and 2010. Opens as a pdf file
		6 Towns Matrix Approach Opens as a powerpoint file